Procurement Officer

Job description

JOB SUMMARY:
The Procurement Officer will be responsible for managing the purchasing activities of Orbis Zambia, ensuring transparent, timely and cost-effective acquisition of goods and services. This role involves developing procurement strategies, negotiating contracts, maintaining supplier relationships, and ensuring compliance with procurement policies and procedures.

Based in the Orbis Office in Lusaka, they will travel regularly to other project sites in in Zambia.

REPORTING & WORKING RELATIONSHIPS

The Procurement Officer will report to the Finance Manager; He /she will work closely with the Programmes team, Office Manager and logistical teams to support the procurement requirements of Orbis Zambia.

ESSENTIAL JOB FUNCTIONS / KEY AREAS OF RESPONSIBILITY

Support supply chain procurement, ensuring timely ordering, restocking and distribution
In collaboration with the Office Manager, source, evaluate and select suppliers to meet the organisation’s needs.
Prepare and issue purchase orders, ensuring compliance with procurement guidelines.
In collaboration with the relevant teams, review specifications of the intended items
Participate in the procurement committee proceedings
Monitor supplier performance, including quality, delivery, and cost efficiency.
Negotiate terms and conditions with suppliers to secure favorable contracts.
Establish and maintain strong relationships with vendors and service providers.
Review and manage supplier agreements to ensure compliance and value optimization.
Work with departments to forecast procurement needs and develop budgets.
Ensure adherence to legal and regulatory requirements in all procurement activities.
Maintain accurate records of purchases, contracts, and supplier information.
Prepare procurement reports for management, highlighting trends and key metrics.
Develop and implement procurement policies, procedures, and best practices.
Evaluate and improve procurement processes to enhance efficiency and effectiveness.
Ensure correct storage, branding and timely distribution of items
Track shipments procured as well as handle customs clearance for items procured from outside of the country
Perform any other office related duties as requested by the Supervisor and other Senior staff

QUALIFICATIONS & EXPERIENCE

Bachelor’s degree in supply chain management, Business Administration, or a related field (CIPS or similar certification is a plus).
Minimum of 3-5 years of experience in procurement, purchasing, or supply chain management.
Member of the Zambia Institute of Purchasing and Supply
Experience working with an NGO preferred.

SKILLS & ABILITIES

Good command of written and spoken English.
Excellent interpersonal communication skills (verbal & written) required.
Able to interact with people of diverse cultural backgrounds.
Having basic computer skills including Word, Excel and the Internet.
Ability to foster an open trusting work environment.
Ability to work in a highly demanding work environment.
Ability to take initiative, work in teams.
Ability to be politely persuasive and resilient for speedy results, as the external working environment may not be smooth.
Accepts accountability for works planned and promised and respect deadlines.
Supports a customer-centered approach to programs, services, and systems.
Ability to travel up to 50% of the time, domestically
Authorization to work legally in Zambia

To learn more about Orbis, go to www.orbis.org